AIDS AND GUIDANCE FOR PREPARATION OF THE FY 77 APP REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R001000120012-9
• Release Decision: RIFPUB
• Original Classification: U
• Document Page Count: 10
• Document Creation Date: December 16, 2016
• Document Release Date: July 25, 2005
• Sequence Number: 12
• Content Type: REPORT

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Aids and Guidance for Preparation
of the FY 77 APP Report
PAGE 1 "FY 76 Goals and Achievements"
Due to the influx of the "single ceiling" figures, line 1
of this page cannot be transferred directly from the FY 76 APP.
Numbers for this line should be taken from Computer Listing R426116.
Lines 2, 4, 6, 8 and 10 of this page should be taken directly
from the FY 76 APP report, page two, lines 5, 10, 13, 15 and 16
respectively.
Line 9 of this page should be transferred directly to line
1 of page two.
Lines 3 and 5 of this page are taken directly from lines 5
and 9 of page la.
PAGE la "FY 76 Goals and Achievements - Supplement"
Line 1 of this page is the same as line 1 of page one.
Lines 5 and 9 will transfer directly to lines 3 and 5 of page one.
For Subgroup reports, line 5 is the total of lines 2 through 4 and
line 9 is the total of lines 6 through 8. For Career Service reports
line 5 is the total only of lines 3 and 4 and line 9 is the total
only of lines 7 and 8. Career Services are asked to complete lines
2 and 6, Subgroup losses and gains, as they reflect the total intra
Career Service movement.
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PAGE 2 "Overall Plan for Projected Changes in Personnel Strength
FY 77"
Line 1 on this page is the same as line 9 on page one. On
Subgroup reports line 5 is the sum of lines 2, 3, and 4; line 9 is
the sum of lines 6, 7 and 8. On Career Service reports, lines 2 and
6 will be completed for the sake of the Subgroup information they
provide but they will not be included in the suns reported on lines
5 and 9 respectively.
PAGE 3 "Personnel On Duty Strength Report - By Category"
Lines 1, 4 and 7 should be taken directly from lines 3,
6 and 9 respectively on page three of the FY 76 APP.
Line 1 + 4 + 7 = line 8, page one
Line 2 + 5 + 8 = line 9, page one
Line 3 + 6 + 9 = line 13, page two
PAGE 4 "Projected Personnel Losses" and "Planned Personnel Gains"
These two charts will show in gross numbers the movement
of personnel, first between Subgroups and between Career Services and
second, into and out of the Agency. In the first category, which is
"internal" movement, count only individuals who actually have a change
in their Career Service or Career Subgroup designation.
Because no projections were made in FY 76 relative to line
1 of this page, this line cannot be completed this year. It is
included in the chart in anticipation of using the same format next
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year. Line 4 should be taken directly from line 3 page four of the
FY 76 APP and reported in the Career Service columns. Under the
Professional Gains, the Clerical and Technical conversions should be
separated from the internal gains number and counted in the column
identified for them. The numbers for this clerical/technical column
will be obtained as follows: for line 4 use the sum of the total of
line 6 page five of the FY 76 report; for lines 5 and 6 use the sums
of the totals of lines 5 and 6 of page five of the FY 77 APP.
When arriving at the totals on the "Planned Gains" chart,
add all clerical and technical conversions to the "Subgroup" column.
On the "Projected Losses" chart consider all clerical and technical
conversions as Subgroup losses. It is recognized that there may be
inter Career Service movement involved but for the purposes of this
report credit all such movement to the Subgroup. For instance; a
clerical in DDI/OER who becomes a professional in DDA/OP would count
as an OER Subgroup clerical loss and as an OP Subgroup professional
gain. Per the instructions in the previous paragraph, OP would of
course count the individual in the Cler/Tech Converts column under
"Professional Gains" and in the Subgroup column under "Total Gains."
The "total" numbers on this page when combined with gains
and losses of SPS, EP, Wage Board and Military gains and losses should
equal totals on page one lines 2 - 5 and on page two lines 2 - 9 as
appropriate.
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PAGE 5 "Professional Gains"
The "Planned Lateral Entry" chart of this page has not been
changed from last year. Line 1 of this chart should be taken directly
from line 3 page five of the FY 76 APP.
The second chart, "Planned Professional Gains - Excluding
Clerical and Technical Conversions," is a modification of last year's
report of these gains. Line 1 of this chart should be taken from
line 6 page four of the FY 76 APP. In making this transfer the numbers
in the "single ceiling" columns of the FY 76 report should be ignored.
Count Internal gains as one number and combine FY 76 "college trained"
figures together and also combine FY 76 "specialist" figures together
for recording in this FY 77 format. You will note that individuals
on the "Planned Lateral Entry" chart will be included in the appro-
priate column of this second chart, however, clerical and technical
conversions to professional status are not to be included.
On this page there is no section that provides a"total"
of all professional gains. Total of professional gains are reported
in the professional columns on lines 4, 5 and 6 of page four.
Remember, when the bottom chart on this page is completed
the "total" figures will be transferred to page four per the page four
instructions, and to page nineteen to provide data base for percentages.
PAGE 6 "Rotational Assignments of GS Professional Employees"
Lines 1 and 6 should be taken directly from lines 4 and 9
respectively on page six of the FY 76 APP.
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These charts have remained substantially the same.
"Identified in PDP" refers to those individuals GS-13 - 15 identified
or selected for executive development and/or those CS-15 - 17 or SPS
individuals identified as the current replacement candidates for
executive vacancies. An agreed tour as used on these charts refers
to a tour in which the individual actually does the complete spectrum
of tasks of an assigned position outside his or her own Career Sub-
group or Career Service and does them for a period in excess of six
months. During this period the employee might be slotted either
against his or her own Service's Development Complement or a slot on
the host Service's T/0. A detail wherein an individual is assigned
to "help out" or do an ad hoc study is not thought of as an agreed
tour. Include on these charts all persons whose assignments were and/or
will be in being at any time during the reporting period. The "in"
and "out" totals of Subgroup moves within a Career Service (Intra)
should balance on the achievement line for the Career Service. Hope-
fully when the Agency Consolidated Report is completed, the inter
Career Service "in" and "out" moves will also balance.
PAGE 7 "Personal Rank Assignments"
Line 1 of this report should be taken directly from numbers
in line 9 page seven of the FY 76 APP report.
In this year's PRA report the "man years" have been dropped.
An achievement line for total PRAs by grade has been included so com-
parisons between FY 76 and FY 75 can be made. Your particular
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attention is directed to line 10. This line is new this year and the
percentages will be made against the respective numbers on line 13 of
page two.
For those offices wishing to estimate the cost of PRAs,
the following rule of thumb is given: add .5 to the average grade
and consider that sum as the grade and step concerned. Example:
average grade of incumbent equals 11.234; add to this .5 for a total
of 11.734, the grade and step concerned is then considered to be
GS-11 step 7.
PAGE 8 "Identified Separation/Replacement Requirements"
Line 1 of this page should be taken directly from line 4
page eight of the FY 76 APP report.
PAGE 9 "Training and Language"
Lines 1 and 6 of this page should be taken directly from the
numbers provided in lines 4 and 8 respectively of page nine of the
FY 76 APP report.
The training report chart has been modified this year by
asking for gross numbers under each of the three columns "OTR-Other,"
"Component Conducted," and "External." In completing this report
please ignoxt all quotas and reflect actual needs for training. In
completing the attached "List of Courses with Number of Planned Enrollees,"
use as a guide the training requirements submitted to OTR in May 1976.
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Substantial changes should be particularly highlighted to enable OTR
to make the necessary adjustments. FYI, the training sections of the
APP are forwarded to OTR and used in course scheduling and enrollment
evaluation.
The "Language Positions" chart has not changed.
PACE 10 "Language Skills Development"
The FY 77 goals should be taken directly from page ten of
the FY 76 APP report. This chart has not changed, however, you may
wish to review the FY 76 instructions for completing this page.
PAGES 11 - 14 "EEO Statistics - Professionals"
Lines 2 and 8 of these pages should be taken respectively
from lines 4 and 11 on pages eleven through fourteen of the FY 76
APP report.
Line 7 on these pages should be taken directly from line 3
page three of this FY 77 APP report, Line 12 for each of these pages
will be the same and will reflect the reporting component's planned
professional promotions. The data for this line does not appear else-
where in the APP. Line 1 of each of these pages will be the sum of
lines 3 plus 7 of pages eleven through fourteen respectively of the
FY 76 APP report.
On the promotions charts, report promotions "to" and not
promotions "from." Example: A GS-12 being promoted to GS-13 would
appear in the GS-13 column.
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PAGES 15 - 18 "EEO Statistics - Technical"
Lines 2 and 6 of these pages should be taken respectively
from lines 4 and 11 of pages fifteen through eighteen of the FY 76
APP report; a breakout by grade will be required at the GS-07 and
below range .
Line 5 will be the same on each of these pages and should
be taken directly from line 6 page three of this FY 77 APP report.
Line 9 will be the same on each of these pages and will
reflect the reporting component's planned technical promotions.
These numbers are not reflected elsewhere in the APP.
Line 1 of each of these pages will be the sum of lines 3
plus 7 of pages fifteen through eighteen respectively of the FY 76
APP report.
PAGE 19 "EEO - Movement of Clerical and Technical Employees into
Professional Status"
Numbers for the small section titled "Total Moves to Profes-
sional Status" should be taken directly from the "total" columns of
lines 4, 5 and 6 of page five of this FY 77 APP report. Lines 1 and 4
of this page should be taken directly from lines 3 and 6 respectively
on page nineteen of FY 76 APP.
PAGE 20 "EEO - Training"
No change from last year.
Lines 1, 4 and 7 should be taken directly from lines 3, 6
and 9 respectively on page twenty of the FY 76 APP.
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PAGE 21 "Promotion Statistics"
The numbers for the "Average Time in Grade" FY 74 and also
FY 75 should be taken directly from the corresponding lines on page
twenty-one of the FY 76 APP report.
PAGE 22 "Separations"
Note the comment at the bottom of the APP page re duplicating
Computer Listing.
PAGE 23 "Professional and Technical - Counseling Cases"
This page is new this year and is focused on the "problem
employees" in the lower percentiles of ranking exercises. It is
recognized there may be employees whose performance and/or conduct
are completely satisfactory who for the simple reason of a forced
ranking fall into the lower percentiles, such employees are not a
problem and should not be included in this report. Hopefully the
majority of those employees reported on line 1 will have been
counseled regarding their careers and thus will also be reported in
line 2. The sun of lines 3 through 6 should equal line 1. The sum
of lines 10 through 14 will also equal line 1; however, for this to
be true, attention must be given to the footnote on the page which
states that an employee who is both reassigned and reduced to a
lower grade should be counted only in line 13, "reduced to lower
grade."
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PAGE 24 "Fitness Report Rating Profile"
Note comments at bottom of APP page re duplicating Computer
Listing.
Numbers for the 1974 and 1975 average ratings should be
taken directly from page twenty-three of the FY 76 APP report.
PAGE 25 "Group Communications"
The first three "boxes" of this report should be taken
directly from page twenty-four of the FY 76 APP report.
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